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SPEAR Surveying and Planning through Electronic Applications and Referrals

UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

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Page 1: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEARSurveying and Planning through Electronic Applications and Referrals

Page 2: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Agenda

1. Welcome

2. SPEAR user survey

3. SPEAR Enhancement Program

4. Lodging Parties in SPEAR

5. Land Victoria update

6. ePlan update

7. SPEAR IT

Morning Tea

Page 3: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

8. Surveyors Reports in SPEAR

9. Owners Corporation schedules

10. Potential Enhancements for future release

11. User Issues

12. Office of Geographic Names general update

13. Review of Guidelines for Geographic Names

Lunch

Agenda

Page 4: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• In November, users were provided with the opportunity to provide feedback via an online survey

• Aims of the survey was to gauge how effective we have been communicating with our stakeholders through:

– User Group Meetings

– Website documentation

– SPEAR training programs

• Received over 200 responses

Page 5: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• User profile of respondents

Page 6: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• Effectiveness of the SPEAR UGMs

Page 7: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• Components of the UGMs found to be beneficial

Page 8: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• Where should UGMs be held?

Page 9: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• How would you prefer to be advised of upcoming SPEAR system changes?

Page 10: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• How often do you refer to the SPEAR User Guides and Help Pages?

Page 11: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• How would you rate the usefulness of the SPEAR Release Notes and website content?

Page 12: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• Effectiveness of the SPEAR training program?

Page 13: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• Are there any specific topics you would like discussed at the next/future UGMs?

– Discussion on current and future releases

– Issues experienced by users (hints / tips)

– Update from Land Victoria

– Submitting TLA applications via SPEAR

– Progress of ePlan

– Owners Corporation templates

• Have the UGM divided into the respective User Groups (Surveyors, Councils, Referral Authorities)

Page 14: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• What are the reasons for your rating of the SPEAR User Guides and Help Pages?

– Documentation is not often referred to

– Users found the SPEAR Service Desk team to be most helpful and supportive

– If referred to, documentation is easy to read

– User Guides are more helpful than Help Pages

– Experienced users generally find SPEAR user friendly

Page 15: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR User Survey

• Some respondents indicated they would like to discuss their feedback. The SPEAR team will be in contact with them shortly.

• Feedback will also be sought through the SPEAR Enhancement Programs

Page 16: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR Enhancement Program

Page 17: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR Enhancement Program

• The SPEAR Enhancement Program is a workshop held at your office

• The aims of the program are:

– Improve your organisation’s use and knowledge of SPEAR

– Improve the SPEAR training program

• Opportunity to provide feedback on the SPEAR system

Page 18: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR Enhancement Program

• SPEAR Enhancement program for councils

– Continuing in 2016

– 35 councils have participated so far

– 3 sessions remaining in round 4

– EOI for round 5 to be sent out later this year

• SPEAR Enhancement program for Applicant Contacts (pilot)

– 5 pilot organisations across Victoria

– Commenced in February 2016

– Further opportunities pending outcome of pilot

Page 19: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Lodging Parties in SPEAR

Page 20: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Lodging Parties in SPEAR

• Version 3 of the Model Participation Rules for electronic conveyancing (MPRs) published September 2015

• Participation Rules for SPEAR based on the MPRs

• Consultation Draft provided to industry bodies in February 2016

• Sign up process and training for pilot Lodging Parties expected mid year

• Pilot to begin with SPEAR Release 4.4 (September 2016)

Page 21: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Lodging Parties in SPEAR

• Applicant Contact has functionality now to nominate whether the lodging party will submit the application forms in paper or electronic– This can be done once the council accepts the application

• Only lodging parties participating in the pilot group can be nominated for electronic lodgement

– List of pilot group will be made available through SPEAR publications and broadcast messages

• Initial phase – Subdivision Act dealings only

– Sections 22 / 23 / 24A / 26 / 32 / 32A / 32B / 35 / 35(8) and 37

– NOT section 98CA Conversion plans (TLA)

Page 22: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Lodging Parties in SPEAR

• Eligibility requirements for lodging parties:– Must have an ABN (cannot be a trust)

– Must comply with minimum insurance requirements

– Must obtain a Digital Certificate on a USB token

• Expected sign-up process:– Read SPEAR Electronic Lodgment Network Participation

Rules

– Book appointment with SPEAR

– Pass verification of identity check

– Execute SPEAR Subscriber Application Form

Page 23: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Land Victoria Update

Page 24: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Application & Survey Branch

• Provision in SPEAR for the Applicant Contact to submit TLA survey based applications

• Refer to User Guide 1 – Creating an application in SPEAR

– Section 60 Adverse possession application

– Section 99 / 103 Amendment application

– Section 15 Bring land under TLA application

– Section 26P Deletion of warning as to dimensions

– Section 98CA Conversion plan

• These applications do not require certification by a Responsible Authority

Page 25: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Application & Survey Branch

Applications lodged in 2015

App

licat

ion

Type

s

Page 26: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Application & Survey Branch

Provision in SPEAR for the Applicant Contact to submit Boundary Plans, including:

• The SA26 application form

– Applicant must be the current or incoming registered proprietor - (A person intending to subdivide land)

• Payment to Land Victoria by debit / credit / cheque

– Third party cheques are not acceptable

• In 2015, LV received 123 BPs. Of those, 103 BPs were submitted via SPEAR with 63 applications electronically lodged

Page 27: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Application & Survey Branch

• Provision in SPEAR for the Applicant Contact to submit Title Plans associated with TLA applications– Optional action ‘Add Title Plan (TLA)’

– This will assist APS in processing applications more efficiently

• Future enhancements:– Lock Title Plan at lodgement and allow Land Victoria to

requisition

– SPEAR to watermark TP number and time/date of registration

– SPEAR to send Title Plan to imaging system on registration

Page 28: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Subdivision Branch

• Slowly back to a two week turn around (10 days)

• Was out to 4 weeks - longer if requisitioned

• During LV examination 70% of subdivisions require amendment

• 40% refused at lodgement

– Title not nominated

– Incorrect lodgement fees

– Incorrect OCAI forms

• 98% of subdivisions lodged are through SPEAR

Page 29: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Subdivision Branch

• Efficiency improvements

– Electronic lodgements will be validated to check

�Tradability of affected titles

�Affected titles have been nominated for lodgement

�The determination of lodgement fees

– Pre-populating data contained in the OC spreadsheets and the Additional Information forms into the Titles system, creating the new OC Reports

– Pre-populating data contained in Street Addressing form into the Titles system, creating the newly allocated titles

– Post registration, street addresses pre-populating to created titles

Page 30: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Subdivision Branch

• SPEAR branding the administrative registration details on the plan

• A Queue Management System (QMS) that will identify method of lodgement

• Electronic lodgements automatically going into the QMS upon acceptance of payment by the lodging party

• Aligning paper and electronic processes to simplify examination workflows

Page 31: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Subdivision Branch

• Licensed surveyor’s report template

– Encouraged to adopt this template when preparing your report

– Producing a succinct and concise report which identifies the methodology and justification of the re-establishment, including issues identified in the survey

– This will minimise resources by the examiner to confirm the survey or requisition

– Avoid delays in registration

• http://www.dtpli.vic.gov.au/property-and-land-titles/land-titles/plans-of-subdivision-and-consolidation#useful_links

Page 32: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

ePlan Update

Page 33: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Agenda

• ePlan Implementation Progress

• ePlan Engagement Program Update

• SMEC Case Study Results

• ePlan Visualisation Enhancement Tool

• Discussion

Page 34: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

ePlan Implementation Progress

• Since May 2013, ePlans have been able to be lodged in SPEAR instead of the PDF drafted by the surveyor

• ePlan supports Section 22 (Plan of Subdivision/Consolidation), 23, 24A, 32, 32A, 32B, 35, 35(8), 37 (Stage Plan) and text-only plans

• SPEAR validates the ePlan data and creates a PDF

• 48 ePlans submitted from 7 firms since May 2013 with 22 registered

Page 35: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

What Can Be Included In An ePlan?

ePlan LandXML

File

Lots

Owners Corporation

Details

Observations

Common Property

Survey Marks

MonumentsPlan

AnnotationsOccupation

Restrictions

Easements

Location (LGA) and Addresses

Signatures & Approvals

Plan and Surveyor’s

Details

Field Notes

Reserves

Roads

Page 36: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Potential Benefits of ePlan

ePlan LandXML

File

• Populates the Created Parcel Names for Street Addressing

• Provides input for creating parcels databases (lots, roads,

reserves, easements, restrictions)

Councils and Referral Authorities

Sur

veyo

rs

• Provides pre-lodgement checks via

Validation Report

• Eliminates the drafting step via

Visualisation Service

• Eliminates the duplication of drawing

files by storing all required data in

Computed Plan

• Speeds up the application creation

process in SPEAR

• Saves time in constructing the

subsequent surveys

• Auto-generates the Surveyor’s Report

Entire State

• Prepares a standard data exchange format for all stakeholders

• Upgrades the spatial accuracy of map base

Land

Vic

toria

• Pre-populates the Titling

System

• Creates the OC reports and

new titles

• Reduces lodgement to

registration turnaround time

• Provides the data for digital

plan examination

Page 37: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Software Vendors Progress

• At present, there are 2 fully functional ePlan-enabled surveying software packages:

– LISCAD

– GeoCivil/ePSALON

• New vendors:

– Civil Survey Solutions (AutoCAD Civil3D Stringer ePlan)

– 12d Solutions (12d Model)

– Topcon Positioning Systems (CivilCad)

Page 38: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

ePlan Engagement Program

• Aims:

– ePlan team visiting surveying firms to gain a better understanding of their business workflows and requirements

– Obtain feedback on the current and future development of the ePlan visualisation product and validation service

– Demonstrate to surveyors the ePlan workflows

Page 39: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

ePlan Engagement Program

• Workshops:

• ePlan team will provide a case study investigation from data provided by the respective firms

• Next step: Continue engagement with surveying firms and to extend the engagement program to councils

Page 40: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SMEC ePlan Case Study

• The aim was to align ePlan with SMEC’s current business practices and product quality

• The ePlan team received a copy of a large estate computed plan of Laurimar from SMEC

• AutoCAD Civil3D Stringer ePlan application was used to convert one of the stages of the computed plan to an ePlan

Page 41: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SMEC ePlan Case StudyPDF creation - PS640838T

Computed Plan Preparation

Copy Stage 5 Data to a New Drawing File

Draft the Plan of Subdivision in

CAD

Quality Assurance

Submit PDF application to

SPEAR

Amend Plan

• Use the relevant plan template• Define sheets and scales• Add front sheet details• Add easements• Add road connections• Add Owners Corporation Details• Add Restriction details• Add enlargement diagrams

Page 42: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SMEC ePlan Case Study Demo

Page 43: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SMEC ePlan Case StudyPDF vs ePlan creation

Input

Data Preparation for

Stage 5

Computed Plan

Add Attributes to Computed

Plan

Convert CAD file into ePlan

Validate and Visualise ePlan

Amend Plan

Computed Plan Preparation

Copy Stage 5 Data to a New Drawing File

Draft the Plan of Subdivision in

CAD

Quality Assurance

Amend Plan

Duplicated drawing files

Enriched Computed Plan as a single data source

Page 44: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

ePlan Visualisation Enhancement Tool

• A new tool for surveyors to:

– define sheets

– define exaggerations by distorting points

– create enlargement diagrams

– adjust labels and arrows

• Further functions can be considered in the development of the tool through consultation with the industry

Page 45: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

ePlan Visualisation Enhancement Tool Demo

Page 46: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Discussion

Page 47: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

SPEAR IT

Page 48: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

PE List

• Discussion on priorities

• Issues raised by users

Page 49: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Next release:

• Release 4.3 – 1 April 2016

Future releases (current schedule):

• Release 4.4 – September 2016

• Release 4.5 – April 2017

Releases

Page 50: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• Notes are entered by users as text and displayed in a log format in an application

• Notes can be viewed by everyone within that organisation

Release 4.3: Application File Note

Page 51: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• An icon is displayed when another user within the organisation has added a new note

• For responsible authorities with internal referral authorities, both the responsible authority and internal referral authority users can view the notes

Release 4.3: Application File Note

Page 52: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• The new signing process no longer uses the Java browser plugin

• Users will be prompted to download a single-use signing file and run it locally on their computer, at the time of signing

• This ensures that signing works in all browsers

• Should reduce the number of Java-related issues experienced by users

Release 4.3: Signing Process

Page 53: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• Supplementary Abstracts of Field Records (SAFR) will now receive the same watermarks as the Abstract of Field Records

– Applicant Contacts will need to specify the Date of Survey

– The question ‘Do you require SPEAR to watermark the Certification by Surveyor panel? (Select 'No' if you are using an older template)’ will also be displayed

Release 4.3: Supplementary Abstract of Field Records

Page 54: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• In accordance with requirements under the Surveying (Cadastral Surveys) Regulations 2015, the due date for SAFRs has been extended to 45 days after the completion of works.

• Existing email reminders will take into account the revised legislated time frames.

Release 4.3: Supplementary Abstract of Field Records

Page 55: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• SPEAR will ensure that the first planning permit referral to each authority is a s.55 referral, regardless of whether the application (including plan) has been amended

• s.57C referrals will only apply if the referral authority had been previously referred to by council under s.55 and the application has been amended

Release 4.3: s.57C referrals

Page 56: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• Add support for displaying ePlan labels within LASSI–SPEAR– SPEAR to advise LASSI-SPEAR when an ePlan

Application has reached the status of ‘Registered at Land Victoria’

– Survey labels that have associated ePlans will be marked with an ‘e’ on the map base and on the document download tab

• The ability for Applicant Contacts to submit Boundary Plans in ePlan format

Release 4.3: ePlan

Page 57: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• ePlan validation and schema changes:– Introduction of Boundary Plans

– Validation to aid the pre-lodgement checking and examination processes at Land Victoria

• A notification to the ePlan team when a new ePlan has been created so they can assist with any issues

Release 4.3: ePlan

Page 58: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• Removal of the 'Plan with Survey' option from the ePlan services, as the functionality is not fully supported in SPEAR at this time

• A link to the Data Viewer on the Lodgement screen to allow plan examiners to access it more easily

Release 4.3: ePlan

Page 59: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• New council web service which will allow council to:– Accept or reject an application

– Add reference numbers

– Assign the designated contact person

– Set the VicSmart status of the application

• New Referral Authority web service which will allow the Referral Authority to:– Retrieve the response document they have just provided

without having to perform a new search on the application

Release 4.3: A2A

Page 60: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• ‘Unregistered’ disclaimer to be applied to ePlans visualised outside of a SPEAR application

• Allow requisitioned surveyors to modify a new plan version (ie: to correct watermarks) before submitting the plan to LV

– Currently, the plan document is ‘locked’ once it is signed, which means that any further changes require a new requisition from LV

Release 4.4 – September 2016

Page 61: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Release 4.4 – September 2016

SPEAR Lodging Parties:

• Check that titles are electronically tradable

• Electronic instruments (data) to replace PDFs

• Ensure titles have been nominated prior to lodgement

• Fee calculation

• Lodgement validation and automated electronic lodgement into VOTS

• Storage of electronic instruments and retrieval post-registration

Page 62: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Notification improvements:

• Notify requester once a 'Notify For Authentication' request has been actioned

• Designated Contact to receive email notification when nominated

• Provide notification of key milestones to guests

• Notify users when an application is rejected at LV

• Notify Applicant Contacts and Lodging Parties 12 months before certification expires

• Improve email notifications to Referral Authorities

Release 4.5 – March/April 2017

Page 63: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• Improve the collection and supply of Digital Survey Geometry files to VicMap

• Make applicant phone number mandatory on the planning permit application form

• Don't require the ‘Applicant’ details when creating a Boundary Plan application

• Improve the 'Release for Lodgement' workflow associated with a re-certification

Release 4.5 – March/April 2017

Page 64: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• Allow council to reinstate a withdrawn or lapsed application

• Allow deleted applications to still be accessible by the SPEAR Service Desk

• Enhancements to SOC and amended plan watermarking

• Include addresses in periodic title allocations spreadsheets

• Allow request new document version before endorsement

Release 4.5 – March/April 2017

Page 65: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

• Allow users to access broadcast messages after they have been acknowledged

• A2A useability and support improvements

• Allow PDFs to be viewed directly in SPEAR

ePlan Enhancements:

• Develop a visualisation enhancement tool for ePlans

• Allow surveyors to upload Compiled Plans in ePlan format

Release 4.5 – March/April 2017

Page 66: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Morning Tea

Page 67: UGM Presentation March 2016 V2 - Spear UGM... · • User profile of respondents. SPEAR User Survey • Effectiveness of the SPEAR UGMs. SPEAR User Survey • Components of the UGMs

Discussion – Group Session

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Surveyor’s Reports in SPEAR

• Proposal to provide in SPEAR a form template that enables surveyors to prepare their surveyor’s reports

• In delivering this enhancement, we would consult with surveyors and LV in developing this form and to establish the requirements

• Benefits include consistency in reports and pre-populating data already provided by the surveyor in SPEAR

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Surveyors Reports in SPEAR

• What can be pre-populated?– Plan/application number

– Surveyor name

– Surveyor’s reference

– Purpose of application

– Crown description

– Municipality

– Affected titles

– Dropdown list to pre-defined statements / responses

– Equipment calibration (data could be stored in SPEAR)

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Owners Corporation Schedules

Owners Corporation Schedules can be generated by uploading a spreadsheet to SPEAR

• Applicant Contacts can complete the OC Schedule spreadsheet template

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• This is designed to look like an OC Schedule. It can be printed and provided to the client, if required

Owners Corporation Schedules

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• There is an action to ‘Add Owners Corporation Details’

• This action won’t appear if the dealing type cannot create or amend an Owners Corporation

Owners Corporation Schedules

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• Upload the spreadsheet to SPEAR

Owners Corporation Schedules

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• Add Additional Information regarding the purpose, allocation and additional functions/obligations

Owners Corporation Schedules

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• Add the address for service of notices

• The same address can be reused for multiple OCs on the same plan

Owners Corporation Schedules

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• SPEAR will generate the schedule and attach it to the plan PDF for certification

• The plan is digitally signed

• The OC Additional Information (not signed) will be provided to the lodging party:

– In SPEAR for electronic lodgement

– As an interactive PDF form for paper lodgement

• The OC Schedule data will be provided to VOTS upon lodgement at Land Victoria

• For relevant dealing types, SPEAR will strip the OC Schedule before imaging

Owners Corporation Schedules

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Benefits:

• No need to separately draft the OC Schedule

• Lot entitlement and liability data will be validated

• Land Victoria process improvements:

– Pre-population of data in VOTS means quicker registration of large or multiple OC plans

– Eliminates the possibility of typo errors

– No need to manually strip OC Schedule before imaging

• Standard of additional information will be higher:

– Less refusals at plan acceptance due to incorrect OCAI information

Owners Corporation Schedules

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Implementation:

• Became available November 2015

• Applicant Contacts are encouraged to begin using the spreadsheet as soon as possible

• Option to indicate schedule already included in PDF - this is a transitional arrangement (until 2017)

Owners Corporation Schedules

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Owners Corporation Schedules

• 234 OC schedule spreadsheets have been supplied in SPEAR

• This equates to 32% of OC schedules

• Note: OCAI data is not digitally signed by the surveyor, it is passed on to the lodging party

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New Email Notifications

• Notify requester once a 'Notify For Authentication' request has been actioned

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New Email Notifications

• Designated Contact to receive email notification when nominated

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New Email Notifications

• Provide notification of key milestones to guests

– Planning Permit Decision

– Certification Decision

– Statement of Compliance Decision

– Release for Lodgement

– Lodged at Land Victoria

– Registered at Land Victoria

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New Email Notifications

• Notify Applicant Contacts and Lodging Parties 12 months before certification expires

– 12 months (new)

– 6 months

– 3 months

– 1 month

– on expiry

• Notify users when an application is Rejected at LV

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New Email Notifications

• Improve email notifications to Referral Authorities

– Cease email notifications to RAs that have indicated ‘No referral required’

– Consider outstanding Requests for Further Information (RFIs) when sending out reminders to RAs to respond at 21 days

– Consider outstanding RFIs when sending out reminders to council to refer at 7 days

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Endorsement of engineering plans

• Council or a Referral Authority can require an Engineering Plan under s.15 of the Subdivision Act 1988

• Approval required within 30 days, however amendments can be requested or the plan can be refused

• Should this be available in SPEAR?– Who requests it?

– Who approves it? Which area of council?

– Form of Endorsement?

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Telecommunication agreements

• Suggestions from prior UGMs:– Council to indicate a telecommunications agreement is

required

– Applicant Contact to supply telecommunications agreement prior to SOC

– Applicant Contact required to provide written confirmation that all lots are connected and fibre ready facilities are installed (where required)

– Council to have ability to accept/reject agreement

Discussion

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Advertising outside of SPEAR

• Allow council to indicate advertising completed outside of SPEAR– Advertising milestone displayed on public search

– Documents not visible on public search

– Council to enter closing date of advertising period?

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Enhancements to ‘Manage Conditions’

• Feedback has been received on the ‘Manage Conditions’ functionality

• Four main areas – Adding comments

– Ticking off conditions

– Email notifications

– Referral Authority conditions

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Enhancements to ‘Manage Conditions’

• Adding comments

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Enhancements to ‘Manage Conditions’

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Enhancements to ‘Manage Conditions’

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Enhancements to ‘Manage Conditions’

• Ticking off conditions

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Enhancements to ‘Manage Conditions’

• Email notifications– Currently sent to all Referral Authorities – are these

required?

• Referral Authority conditions– Conditions are signed off using existing referral process

– File notes can be used to manage individual conditions internally

• Other issues?

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Payments to Referral Authorities

• SPEAR Payments currently allows Applicant Contacts to make payment to councils

• Are Referral Authorities interested in being able to accept payments through SPEAR?– Payments are processed through Westpac, but a

Westpac bank account is not required

– A daily report listing the payments for the previous day will be available

– The SPEAR reference number will be included against each payment

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User Issues

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Signing Process (Internet Explorer 11)

• Click to sign document

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Signing Process (Internet Explorer 11)

• A single-use signing file is downloaded

• This can be saved anywhere

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Signing Process (Internet Explorer 11)

• Open the file

• Java will run on your computer

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Signing Process (Internet Explorer 11)

• The rest of the process is unchanged

• Once successfully signed, the single-use signing file can be deleted

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SPEAR email notifications

• SPEAR email notifications are currently sent from [email protected]

• From Release 4.3 in April, this will be changing to [email protected]

• Any users with email rules will need to ensure they are updated to reflect the new email address on April 4

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• Some Referral Authorities have submitted Requests for Further Information or requests for plan amendment as ‘Other Document Type’

• These should be done as part of the RA Response in SPEAR

• Click on the action ‘Add RA Response’

Referral responses

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• Select the relevant options

• Enter text or attach letter as required

Referral responses

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• The Applicant Contact will receive a mandatory action to provide the requested information or an amended plan

• The Referral Authority can still consent once this has been supplied

Referral responses

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• Many councils now offer SPEAR Payments by Westpac

• Daily report provided listing payments made with SPEAR reference number

• Lower fees than previous SecurePaysystem

• Contact the SPEAR Service Desk on 8636 3049 or [email protected] for more information

SPEAR Payments

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• 2016 quarterly training sessions have been scheduled (refer to latest SPEAR Bulletin Feb 2016 or SPEAR website for dates)

• Contact the SPEAR Service Desk on 8636 3049 or [email protected] to enrol

Training

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• Any other user issues?

Other issues

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Office of Geographic Names - updateSPEAR UGM 2016

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AGENDA

• OGN Stats

• Guidelines Review 2015 - Update

• Importance of addressing

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OGN Stats

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Guidelines Review 2015 - update

• Principles given their own section• Roads promoted• Consultation expanded• Reduction of duplication within the document• More advice• More examples

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Guidelines Review 2015 - update

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Guidelines Review 2015 - update

• New name

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Naming Places in Victoria 2016 - Statutory and other requirements for naming roads, features and localities in Victoria

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Guidelines Review 2015 - update

• Clamp down on the use of estate names• Principle 1(I) Using commercial and business names• Current principle:

Principle 1G Linking name to placeNames of private estates should not be applied to features or localities to avoid possible addressing issues in the future.

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Proposed amendment:Principle C Linking name to place

This principle is particularly relevant to new estates where naming themes can provide a strong link to place. Names of estates which are solely commercial in nature should not be applied to roads, features or localities to avoid possible future issues related to address. Those that have a historical connection to place may be considered.

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Guidelines Review 2015 - update

• Principle 1(I) Using commercial and business names

For similar reasons to those outlined in Principle (H),naming authorities should not name places after:

– Commercial businesses;– Trade names; – Estate names (which are solely commercial in nature) and– Not for profit organisations.

Names of estates which are solely commercial in nature should not be applied to roads, features or localities to avoid possible future issues related to address. Those that have a historical connection to place may be considered.

Propose new addition is highlighted in red.

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Guidelines Review 2015 - update

• Road Section: Unacceptable road namesProposed new:The naming of a road after an estate name which is solely commercial in nature is not allowed .

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Guidelines Review 2015 - Questions

• Do you think addressing should be covered in the Naming Requirements?

• Does any one have problematic addressing examples they would like to provide which can be published as examples?

• Does any one have a particular road extent that is problematic, which can be published as an example?

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Road and feature signage

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1•Consider a name for a road, feature or locality

2•Check for compliance with the Naming Requirements available online (Section 2, 3, 4 and5)

3•Send in a proposal to the Naming Authority (Section 6)

4•Community Consultation (Section 7 and Section 8)

5

•Check compliance to the Naming Requirements•Consideration of the proposal by the naming authorority (Section 9)•Complete the checklist (APPENDIX C)

6•Lodge a proposal with the Office of Geographic Names (Section 10)•Registrars consideration of a proposal (Section 11)

7•Approval - gazettal and registration of a proposal (Section 12 and Section 13)

8•Signage and recording the history in VICNAMES (Section 14)

1.9.1 Process flow chart for naming roads, features and localities

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Notices examples

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1•Proposal recieved by OGN

2

•If objections recieved OGN waits 30 days•OGN audits proposal

3

•Registrar deems the proposal does not conform with Naming Requirements, sent back to the naming authority

•Registrar deems proposal is of greater than local significance and sends to GPNAP for advice

4•Registrar deems proposal conforms with Naming Requirements

5

•OGN gazettes the name in the Victoria Govnernment Gazette and adds to the Register of Geographic Names - VICNAMES

6•OGN notifies relevant stakeholders including the naming authority

OGN follows the below process when the Registrar considers a name proposal.

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Handouts for community

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Guidelines Review 2015 – update and next steps

• Workshops Complete

• Survey/ request for comments Complete

• Draft Naming requirements April open for six weeks

• Publication June/July 2016

• Promotion August -December

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Names and addresses underpin service delivery and emergency dispatch

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Questions & ThanksSPEAR UGM 2016

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